Privacy Policy
This policy explains what personal data we collect when you visit our website or contact us, why we collect it, how long we keep it and what rights you have under the General Data Protection Regulation (GDPR).
01Data controller
The controller responsible for the processing of your personal data in connection with this website is:
[Full legal company name]
[Registered address]
Company registration number: [number]
VAT number: [number]
Email: info@nekasolution.com
Phone: [phone number]
We have not appointed a data protection officer, as we are not required to do so. For any question relating to this policy or your personal data, please use the contact details above.
02What personal data we collect
When you contact us
When you send us an inquiry through the contact form, by email or by phone, we process the data you provide to us. This may include:
- your name and, where applicable, the name of your company and your position
- your email address and phone number
- the content of your message, including details of the parts, equipment or order you are asking about
- any files you attach, such as photos of a nameplate, an existing component or a technical drawing
When you visit the website
When you browse the website, our hosting provider automatically records technical information in server log files, such as your IP address, the date and time of access, the pages visited, the referring website, and your browser and operating system. This information is used to operate and secure the website and is not linked to you as a person by us.
When we work together
If a business relationship follows from your inquiry, we process the data required to prepare quotations, confirm and fulfil orders, issue invoices and handle warranty matters. This includes contact details of the persons acting for your company, order and delivery details and payment data, such as bank account details on invoices. Payment card data is never collected through this website.
We do not intentionally collect any special categories of personal data, and this website is not intended for children.
03Purposes and legal basis
We process personal data only where we have a legal basis to do so under Article 6 GDPR.
| Purpose | Data | Legal basis |
|---|---|---|
| Answering your inquiry, identifying the requested part and preparing a quotation | Contact details, message content, attachments | Steps prior to entering into a contract at your request (Art. 6(1)(b)); for contact persons of a company: our legitimate interest in responding to business inquiries (Art. 6(1)(f)) |
| Confirming and fulfilling orders, delivery, invoicing, warranty handling | Contact, order, delivery and payment details | Performance of a contract (Art. 6(1)(b)); compliance with accounting and tax obligations (Art. 6(1)(c)) |
| Operating and securing the website, preventing misuse | Server log data | Legitimate interest in a functioning and secure website (Art. 6(1)(f)) |
| Measuring and improving the use of the website (Google Analytics) | Cookie identifiers, usage data, truncated IP address, device and browser data | Consent (Art. 6(1)(a)); can be withdrawn at any time |
| Maintaining the business relationship and informing existing customers about relevant products | Business contact details | Legitimate interest in maintaining customer relationships (Art. 6(1)(f)); you may object at any time |
| Establishing, exercising or defending legal claims | Data relevant to the claim | Legitimate interest (Art. 6(1)(f)) |
We do not use your personal data for automated decision-making or profiling, and we do not sell personal data.
04How long we keep your data
- Inquiries that do not lead to an order: we keep your message and our reply for up to 12 months after our last contact, so that we can answer follow-up questions, after which it is deleted.
- Quotations, orders and invoices: data required for accounting and tax purposes is kept for 8 years from the end of the financial year concerned, as required by the Hungarian Accounting Act (Act C of 2000).
- Analytics data: Google Analytics data is retained for 14 months, after which it is automatically deleted.
- Warranty matters: data relating to a warranty claim is kept for the duration of the warranty and any subsequent limitation period.
- Server log files: kept for a maximum of 30 days, unless a longer retention is required to investigate a security incident.
When data is no longer needed for the purposes described above, it is deleted or anonymised.
05Who receives your data
Within our company, only the persons who need your data to handle your inquiry or order have access to it. We share personal data with the following categories of service providers, who process it on our behalf and under our instructions:
- our website hosting and maintenance provider
- our email and office software provider
- our accountant and invoicing software provider
- Google (Google Analytics and Google Fonts), see section 7
- carriers and logistics partners, to the extent necessary to deliver your order
We may also disclose personal data to suppliers where this is necessary to identify or source a specific part (for example a nameplate photo), to our professional advisers, or to public authorities where we are legally required to do so.
06International data transfers
We store and process personal data within the European Economic Area (EEA) wherever possible. Where a service provider processes data outside the EEA, we ensure an appropriate level of protection, in particular through an adequacy decision of the European Commission or the Standard Contractual Clauses approved by the Commission. You can request a copy of the relevant safeguards using the contact details below.
08Your rights
Under the GDPR you have the following rights regarding your personal data:
- Access (Art. 15): to obtain confirmation whether we process your data and a copy of it
- Rectification (Art. 16): to have inaccurate or incomplete data corrected
- Erasure (Art. 17): to have your data deleted where there is no longer a reason for us to keep it
- Restriction (Art. 18): to have the processing of your data restricted in certain circumstances
- Data portability (Art. 20): to receive the data you provided to us in a structured, commonly used, machine-readable format
- Objection (Art. 21): to object at any time to processing based on our legitimate interests, including any direct marketing
- Withdrawal of consent (Art. 7(3)): where processing is based on consent, to withdraw it at any time with effect for the future
To exercise any of these rights, contact us using the details in section 11. We respond within one month; this period may be extended by two further months where necessary, in which case we will inform you. We may ask you to verify your identity before acting on your request.
You also have the right to lodge a complaint with a data protection supervisory authority, in particular in the EU member state of your habitual residence, place of work or the place of the alleged infringement.
09Data security
We take appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These include encrypted transmission of data on this website (HTTPS), access restrictions to our systems, and the careful selection of service providers.
10Changes to this policy
We may update this privacy policy from time to time, for example when our services, service providers or legal requirements change. The current version is always published on this page, with the date of the last update shown at the top.
11Contact
If you have questions about this privacy policy or wish to exercise your rights, please contact us:
[Full legal company name]
[Registered address]
Email: info@nekasolution.com
Phone: [phone number]
This policy is provided in English. In the event of any inconsistency between this policy and applicable mandatory data protection law, the law prevails.